The success of most meetings greatly depends on advance preparation and organization. This includes providing suitable facilities and materials for the occasion – including the venue, any audio-visual aids, and writing materials.
Organizing a Venue
At your venue, you may also have a limited amount of time available to check out the facilities, prepare the seating, set up audio-visual aids such as projectors and screens, and distribute agendas or background papers. If this is the case, consider enrolling extra help for the preparations before the meeting and for clearing up afterwards.
When using an on-site meeting room, check the date before the meeting that the room has not been double-booked. Book for longer than you need for the meeting to allow for setting up and removing any equipment. Check that the seating facilities are adequate for your needs, and make sure that the room is tidy before and after the meeting.
Choosing Audio-Visual Aids
Audio-Visual (AV) aids are used more and more in large meetings, presentations and conferences to emphasize the points under discussion. Such aids can range from basic flip-chats to sophisticated rear-projection video screens. Whenever AV aids are required, always rehearse their use before the meeting. Make sure you are familiar with the controls, that the equipment works, and that your aids can be seen from all seats. If necessary, enlist technical support.
Providing Writing Aids
The need for speed and accuracy when taking notes at a meeting and the style of the occasion – formal or informal – will influence participants’ choice of writing aids. In certain types of meeting (press conferences, for example), attendees may use laptop computers, personal organizers, smartphones or Dictaphones to record information. In most meetings, however, notes are still taken on paper.
Provide participants with a notepad and pens or pencils to avoid the potential delays and disturbances that occur when people have to look for their own. Make this an opportunity to gain some free publicity by issuing notepads or pens imprinted with your company’s logo, name, address, and telephone numbers.
Holding Large Meetings
At a large public meeting or conference, the organization is as important as the content. Bad planning, technical hitches, and poor facilities will distract from the factual content of the meeting. Attendees are also more likely to remember your message if the event runs smoothly. Check that large numbers of people can enter and leave the venue easily, that you have set out enough seating, and that attendees can see any AV displays. Provide a public address system (PA), or separate microphones, loudspeakers, and amplifiers. Ensure that all the speakers know how to adjust and handle the equipment, and provide them with technical or any other necessary assistance.
Organizing Breaks
In the course of a long meeting, you may want to break for refreshments, even if you are providing water or hot drinks during the meeting. Use breaks to give participants a chance to discuss matters informally in small groups before reconvening. Avoid serving substantial food during breaks, otherwise attendees may become drowsy.
Tips
- Check all audio-visual aids are working before a meeting begins.
- Beware of venues over-catering to make extra profit.
- Ensure that special dietary needs are catered for.
- Avoid consuming too much alcohol before a meeting – it rarely improves productivity.
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